Virtual Administrative Assistant FAQs

F R E Q U E N T L Y A S K E D Q U E S T I O N S

What is a virtual assistant?
Do you have a contract or client policies?
Do you offer referral incentives?
What is your preferred method of contact?
What is your work style?
What are some traits of your ideal client?
What is your policy on learning curves?
What is your policy on lead-time for project completion?
How do you track your billable time and how do you handle expenses?
What platform does your computer work on, and what software are you proficient in?
Do you support Mac users?
What time zone are you in?
Do you hold any virtual assistant certifications?

What is a virtual assistant?
A virtual assistant is an independent administrative professional who provides custom administrative support services to business owners, executives, consultants, professionals and individuals. These services are normally provided from the virtual assistant’s own office, and use the internet, email, phone, fax, mail and courier as means of communication.
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Do you have a contract or client policies?
For your protection and ours, we have a contract that must be signed before we enter into any working relationship. This contract includes our client policies.
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Do you offer referral incentives?
All clients who refer new clients will receive a 10% discount per referral, once your referral has paid for a minimum of five (5) hours of service. Once that term is met, the discount will be included on your next invoice.
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What is your preferred method of contact?
We find email to be the most effective method of communication. However, sometimes there is just no replacement for a one-on-one conversation. Of course, we can communicate via whatever method you find most convenient (phone, email, fax, instant messenger, etc.).
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What is your work style?
Some virtual assistants want “power” clients that keep them on their toes. Others want “laid back” clients that they can have a fun, relaxed working relationship with. We prefer to have a little of both. What we do not like are micro-managers. We always keep in mind that our main goal is to take some of the load off your back, to free you up to earn more business. In our experience, if you cannot let go we are really not helping you out much. That being said, we understand that it will take some time for you to trust in our abilities and are confident that we can earn that trust quickly!

We have very strong work ethics – must be that Midwest upbringing. Moreover, we enjoy our work and the people we work with. Our attitude and work style generally varies from client to client – a must in order to partner effectively – but we are always very focused, as we all keep in mind that “time is money.”
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What are some traits of your ideal client?
1.     Clearly defines goals as well as time and financial restraints.
2.     Communicates expectations and requirements clearly and concisely.
3.     Is available to answer questions in a timely fashion.
4.     Plans ahead to help meet deadlines.
5.     Expresses concerns and voices criticisms constructively. Provides helpful
        feedback.
6.     Respects the virtual assistant’s areas of expertise.
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What is your policy on learning curves?
If we are required to learn about something that we can only relate to your business (like learning a unique system that you have set up), you will likely be charged for that time. On the other hand, if we are learning a skill that we may be able to apply to our business in general, you will only be charged for a percentage of that time, if at all. This will be agreed upon in advance.
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What is your policy on lead-time for project completion?
Rush projects requiring a 24 hour or less turnaround are accepted based upon our workload and availability during that time. Generally, urgent projects can be turned around within 48 hours, depending on the size and scope of the project. Whenever possible, we are committed to accommodating last minute work.
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How do you track your billable time and how do you handle expenses?
We use a digital punch clock to keep track of our time. This is a highly accurate and effective method to ensure accurate billing and tracking. Expenses specific to a client’s projects will be billed in addition to the hourly charge or retainer fee. Examples include postage and shipping charges, copies and printing charges and subscriptions to software or computer services.
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What platform does your computer work on, and what software are you proficient in?
Our systems run on Windows XP. We are proficient with Microsoft Office, including Word, Excel, PowerPoint, Publisher and Outlook. Other programs we have experience with are Adobe Illustrator and QuickBooks (but we're fast and eager learners!).
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Do you support Mac users?
This depends greatly on what software you have, and what you want done. It is definitely more challenging to work cross-platform, but it can be done. We can discuss if this makes good business sense for you.
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What time zone are you in?
We are in the Pacific time zone.
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Do you hold any virtual assistant certifications?
No. While we of course considered going through the certification process, there is no industry standard and it was not deemed a good use of our time. We will let our skills speak for themselves.
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If you did not find the answer to your question, please send us an email and we will reply in a timely manner.